https://help.tallysolutions.com/docs/te9rel66/Data_Management/import-data.htm

Export/Import Data - Masters and Vouchers

In Tally.ERP 9, you can export and import the entire data to a newly created company. You have to export the masters first and then the transactions. Ensure that F11: Features of the exporting and the importing company are the same.

On this page

Export masters

Export vouchers

Import masters

Import vouchers

Configuration options

Export formats

Export Masters

You can export masters created in a company, in different formats. You can also choose the type of masters to export. Masters exported in XML format can be imported into Tally.ERP 9 using the Import Masters option.

1. Go to Gateway of Tally > Display > List of Accounts .

2. Click E : Export .

3. Press backspace to configure the export options.

Select the Language .

Select the Format .

Enter the Export Location .

Enter the Output File Name .

Select the Type of Masters to be exported.

Set the option Include dependent masters? to Yes .

4. Enable Export Closing Balances as Opening , if required. The Export Report screen appears as shown below:

5. Press Enter to export.

The exported file is saved in the location specified.

Export Vouchers

You can export vouchers recorded in a company, in different formats. You can also choose the type of vouchers to export. Vouchers exported in XML format can be imported into Tally.ERP 9 using the Import Vouchers option.

1. Go to Gateway of Tally > Display > Day Book .

2. Click F2: Period to change the period.

3. Click E : Export .

4. Press backspace to configure the export options.

Select the Language .

Select the Format.

Enter the Export Location .

Enter the Output Filename .

Enable the option Open Exported Folder? , if required.

5. Enable the following options, if required.

Show Voucher Numbers also?

Show narrations?

Show bill wise details?

Show Cost Centre Details also?

Show inventory details?

Show additional description of Stock Item?

Show Bank Details also?

Show Additional Details?

Show dependant Masters also?

6. Select the required Day Book entries in the field Select vouchers to show .

Import Masters

The company features that were enabled while exporting the data should be enabled in the company in which the data is imported. For example, if you want to import masters created in ABC Company to a new company - XYZ Company. The options Maintain stock categories and Maintain batch-wise details must be enabled in ABC company before exporting the masters. To import masters into XYZ Company, you need to ensure that both the options Maintain stock categories and Maintain batch-wise details are enabled in XYZ Company before importing.

1. Go to Gateway of Tally > Import Data > Masters .

2. Enter the name of the .xml file to be imported, if the file is located in the Tally.ERP 9 application folder.

Note : By default, the export location is the Tally.ERP 9 installation folder, which is also the default import location. Therefore, it is not required to specify the file path during import. If the path is other than the installation folder, you must specify the exact location path, for example, C:\Export_Files\XML\Master.xml or C:\Export_Files\XML\DayBook.xml

3. Select the behaviour to define the method by which the existing masters in the company will be treated.

Combine Opening Balances : Select this option to import data of different branches and consolidate the opening balances. You can also select this option when the opening balances of existing masters are Zero and need to be overwritten by the balances in the data being imported.

Ignore Duplicates : Select this option to import new masters along with the existing masters in Tally ignoring the duplicates.

Modify with new data : Select this option to replace the existing balances with those existing in the data imported and also override the other options available in list of behaviours available. The Import Masters screen appears as shown below:

4. Press Enter to import.

Go to Accounts Info or Inventory Info to view all the masters that has been imported. You can also open the file Tally.imp located in the Tally.ERP 9 installation folder to view the import log.

Import Vouchers

You can import vouchers from one company to another in Tally.ERP 9. This could be due to the following reasons:

Importing data from third party applications.

Migrating into a later release.

Data corruption/loss.

1. Go to Gateway of Tally > Import Data > Vouchers .

2. Enter the name of the .xml file to be imported, in the Import Vouchers screen, as shown below:

Note : By default, the export location is the Tally.ERP 9 installation folder, which is also the default import location. Therefore, it is not required to specify the file path during import. If the path is other than the installation folder, you must specify the exact location path, for example, C:\Export_Files\XML\Master.xml or C:\Export_Files\XML\DayBook.xml

3. Press Enter to import.

Note : You can open the file Tally.imp located in the Tally.ERP 9 installation folder to view the imported vouchers.

Configure Import/Export Feature

We have provided a list of configuration options. You may enable or disable these to suit your business need. To view the available configuration options,

Go to Gateway of Tally > F12: Configurations > General

Set the option Ignore error & continue during data import to Yes if you want to ignore the errors that may occur during import. However, errors while importing data will be logged into the Tally.Imp file that is generated in the Tally.ERP 9 folder.

If a voucher is exported and imported back to the same company, a duplicate voucher gets created on setting the option Overwrite vouchers during import to Yes . Set it to No to overwrite the duplicate vouchers. If the vouchers are exported from one company and imported in a different company then the vouchers will be overridden irrespective of the option being enabled or disabled.

Set the option Export Base currency symbol along with amount to Yes , the base currency symbol gets exported along with the amount. On importing this voucher, it gets imported along with the Rupee symbol. If this option is set to No while exporting and when the voucher is imported in another company the voucher gets imported along with the amount prefixed/suffixed with the base currency defined in the company where it is imported.

Export Formats

You can export data or report from Tally.ERP 9 in any one of the standard available formats. You can select the required format before exporting the data and based on the format selected you need to specify the resolution, page size and formatting.

You can also export the data in non-editable formats such as JPEG and PDF formats. The JPEG format has dual facility, where the user can store the file in printable format or as an image.

ASCII (Comma Delimited)

By selecting the ASCII (Comma Delimited) format, you can export all the reports or data from Tally.ERP 9.  The data exported is converted to plain text separated with commas and stored in a file with the extension .txt. This file format is widely used for sending data using e-mail.

Microsoft Excel

You can export data and reports generated in Tally.ERP 9 to Excel by selecting the Excel (Spreadsheet) format. The data is put in columns and the file is saved with the extension .xls. You can also export data with formatting and background colour as it appears in Tally.ERP 9. You can set the formatting and background colour in the Export Report screen. The Excel file can be sent as an attachment and also used to generate graphs for better presentation.

HTML (Web Publishing)

On selecting the HTML (Web Publishing) format, Tally.ERP 9 exports the data in HTML format retaining the colours and formatting. The file name has an extension .htm. It can be sent as an attachment and read using an internet browser. It is recommended that you choose a higher resolution for better quality output.

JPEG (Image)

On selecting this format the specified report is exported as an image file which is stored with an extension .jpg in the specified folder. The image file generated is non-editable, platform independent and supports the highest level of compression. You need to specify the paper orientation and paper size. If you are opting to store the report on a User defined or customised paper size, you need to specify the page width and height in millimeters. This image file can be mailed as an attachment to a recipient, viewed using an image viewer and printed.

XML (data interchange)

Extensible Markup Language (XML) is an extension of HTML. Using XML, data can be imported by other systems. An XML file from Tally.ERP 9 has an XML envelope and formatted with XML tags to enable import into other systems. The destination system requires re-formatting of XSLT (XML Style Sheets) based on the inherent style used in Tally.ERP 9 before importing the data. When two systems are running different versions of Tally.ERP 9, XML data can be directly imported using the import menu option, without re-formatting.

Note : Data stored in Tally 7.2 can be exported to Tally 9 or Tally.ERP 9. However data stored in Tally 9 or Tally.ERP cannot be exported to Tally 7.2. The exported files of any of the selected format are stored in C:\Tally.ERP 9 for Windows XP and C:\Program Files\Tally.ERP9 for Windows 7 operating system.